EdLink 360 Updates for Staff Data (PEP) and Parallel Data Submissions

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Objectives

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At the end of this webinar, you should be able to:• Understand the EdLink solution for improving our data collections process

• Review differences between PEP legacy system and EdLink 360 • Understand the data contained in the EdLink 360 staff extract files• Understand the process for the automated submission of extract files to the

EdLink FTP• Understand the various dashboards for reviewing information uploaded to

the EdLink 360 data warehouse• Understand the 2020-2021 parallel data collections

Agenda

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● EdLink Overview● Crosswalk from Legacy Systems to EdLink 360● New Features for Staff Data for EdLink 360

○ eScholar StaffID Assignment○ Staff Absences○ Mentor Teacher and Resident Teacher

● 2020-2021 Parallel Data Collections● Data Collection Calendar● Legacy Systems and EdLink 360 Extract Submissions● Snapshots

● EdLink 360 Resources● Dashboards

○ File Processing and Data Quality Dashboards○ Reporting Dashboards

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Core Values

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The EdLink Solution

• Outdated and failing systems• Data collected in too many places with

no single source of truth• Simple reporting and research are

difficult• Challenging questions nearly impossible • The school and facility-level staff who

have the most opportunities for positive impact on kids often have the least amount of meaningful data available for decision making.

• Improve business processes and overall usability

• Consolidate data silos into one source of truth

• Connect data and programs to reduce multiple logins

• Build a data warehouse with meaningful visualizations, comprehensive reporting, and program evaluation

Existing system challenges will be resolved by EdLink, a robust data repository with easily accessible data and data visualizations.

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EdLink Data System

EdLink 360 (Data Warehouse) + EdLink Ops (Transactional System)

The EdLink system is made up of two main components.

• EdLink 360 (Data Warehouse) is the system that pulls together K-12 and ECE data from many different sources for reporting and analysis using interactive dashboards.

• EdLink OPS (Transactional System) is the transactional system for user interactions and processing of any transaction-oriented applications such as teacher certifications, early childhood payments, etc.

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Major Systems Being Replaced

EdLink 360 (Data Warehouse) PhaseCurriculum (CUR), Homeless Tracking System (HTS), Longitudinal Reporting Systems/Search (LIQ and LRS), Profile of Education Personnel (PEP), Student Information System (SIS), Calendar (SPC), Teacher Student Data Link (TSDL), Sponsor Site (SPS)

EdLink Ops (Transactional System) PhaseAnnual Financial Reporting (AFR), CLASS, Compass (HCS), Early Childhood (EC), Licensing (BLAS), EC Provider, Worker and Customer Portals (CAFÉ), Child Care Assistance Program (CAP), LA4/Nonpublic School Early Childhood Development System (NSECD), Payment/Reimbursement Systems (TIPS), ProDirect, Sponsor Site (SPS), Teacher Certification Management (TCMS)

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Project Timeline

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Upcoming Actions for EdLink

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EdLink 360 (Data Warehouse) EdLink Ops (Transactional)

Aug 2020 EdLink 360 Kick Off for school systems Aug 2020 - EdLink Ops Kick Off for LDOE teams

Aug 2020 - July 2021 School systems and their vendors will:

● program file extracts in their systems, ● send data to EdLink 360, ● validate data in the data quality dashboards and ● participate in monthly office hours are for EdLink

support

May 2020 - May 2021 Phase 1 Entities (Child Care Licensing, School Certification, Financial Reporting, etc.)

● Core Team and Scrum teams are formed and operating

● System Interfaces are operational ● Public facing portals are operational ● Worker portals are operational

Aug - June 2021 School and school system staff engage in dashboard trainings

June 2021 - Dec 2022 Phase 2 Students (CCAP Eligibility and payments, etc.)

Aug 2021 EdLink 360 Goes Live Nov 2022 - Aug 2023 Phase 3 Staff (Teacher Certification and Training, Quality, Workforce, etc.)

August 2023 - EdLink System Complete

CPE Code

CPE Code: 5846

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EdLink 360 Pilot

From March 2 - June 30, 21 school systems volunteered and participated in the EdLink pilot. • The objectives of the pilot were to:

• Ensure vendors had programmed all extracts correctly and are able to successfully submit and load data to EdLink360.

• Ensure vendors and data managers have the tools they need to correct data errors, correct data quality issues and ensure their data is both accurate and complete.

• Test and gather feedback on all extract file layouts, instructions, communications, and processes to address any unanticipated issues prior to the August 2020* launch.

* Due to several factors, the August 2020 launch was delayed until August 2021

• The school systems who participated in the Pilot had an opportunity to develop and submit file extracts to the EdLink 360 data warehouse.

• Weekly check-ins• Extract layout review• Extract file submissions• Dashboard Review of Files loaded

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EdLink 360 Extract Reviews - Post Pilot

• Beginning August 2020, additional extract file layout review sessions were held for those school systems who did not participate in the Pilot.

• The objectives of the training was to assist them in the creation of extract files in preparation for the submission of data during the 2020-21 parallel data collections.

• File extract review kickoff and training (August 20 - October 15, 2020)• EdLink Office Hours (October 22, 2020)• EdLink weekly check-ins (Thursdays, beginning October 29, 2020)

Slide decks and recordings from the review sessions are posted on the EdLink 360 support page

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EdLink 360 Extracts

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1 Schools Calendars

2 Student Demographics Enrollments Attendance

3 ProgramsProgram Membership

Homeless Services

4 DisciplineK-3 Assessments

5 Staff DemographicsStaff Assignments

6Courses Course Offerings

7Diplomas

Diploma RequirementsTranscripts & IBCs

8 Staff Absences, Payroll Mentor Teacher & Resident Teacher

Extract Layouts are posted on the EdLink 360 support page

Student SchedulesStaff Schedules

Student Data

Staff Data

Other

Crosswalk from Legacy System Files to EdLink 360 Extract Files

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Legacy System Files vs. EdLink 360 Extract Files

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Legacy Systems EdLink 360• Legacy systems use record types

• 010 Record identifies the system• Additional record types identify

similar data types• Record types are combined

within a record set• The record set must be a zip file.

● The zip file is uploaded on demand to the LEADS Portal.

● Data manager access is provisioned by the Security Coordinators using TAS.

• EdLink 360 uses column headers and individual records• There is a column header record for each field.• All other records contain the data that

corresponds to the column header.• Records are combined within an extract file

• The extract file must have the “.tsv” extension

• Through automation, the extract files are uploaded(daily when available) to the EdLink FTP site using an FTP client. Login credentials have been provided to the Security Coordinators.● Security Coordinators establish EdLink 360

system access using EdLink Security

Legacy System Files and Crosswalk to EdLink 360 Extract FilesStaff Data

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PEP Legacy System Records EdLink 360 Staff Extract FilesProfile of Educational Personnel (PEP)

• Staff Demographics (100)• Staff Site Position (200)• Vacant Staff Demographics (100)• Vacant Staff Site Position (200)• Contract Staff Demographics (100)• Contract Staff Site Position (200)

• staff.tsv and staff_ext.tsv• staff_assignments.tsv and

staff_assignments_ext.tsv• vacant_staff.tsv and vacant_staff_ext.tsv• vacant_staff_assignments.tsv and

vacant_staff_assignments_ext.tsv• contract_staff.tsv and contract_staff_ext.tsv• contract_staff_assignments.tsv and

contract_staff_assignments_ext.tsv

● Non-Attendance Record (300) • staff_absences.tsv

HR Payroll Systems• Payroll (200 Staff Site Position)

• payroll_ldoe.tsv• vacant_payroll_ldoe.tsv

Resident Teacher and Mentor Teacher Link

• mentor_teacher_link.tsv new

Student Data OtherStaff Data

Legacy System Files and Crosswalk to EdLink 360 Extract FilesCalendars, Course and Class Schedule Data

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Legacy System Records EdLink 360 Extract FilesCalendar System (SPC)

• Basic Calendar (10), Events (20 - 60)● calendars.tsv calendars_ext.tsv

Curriculum System (CUR)• Master Class Schedules (10)

*Direct connection to EdLink 360 • course_offerings.tsv

course_offerings_ext.tsv

Student Information System (SIS)• Student Class Schedules (110) • student_schedules.tsv

Profile of Educational Personnel (PEP)• Staff Class Schedules (210)• Vacant Staff Class Schedules (210)• Contract Staff Class Schedules (210)

• staff_course_offering_link staff_course_offering_link_ext.tsv

• vacant_staff_course_offering_link.tsv• vacant_staff_course_offering_link_ext.tsv• contract_staff_course_offering_link.tsv

contract_staff_course_offering_link_ext.tsv

Staff DataStudent Data Other

New Features for EdLink 360 for Staff Data

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CPE Code

CPE Code: 6081

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StaffID Assignment

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Similar to the way student data must be submitted to eScholar for the assignment of LASIDs, staff data must also be submitted for the assignment of StaffIDs.

Several trainings were held for data managers and staff demographic data is being collected in the eScholar StaffID system that is open year round for StaffID assignment.

Why Are StaffIDs Needed• For identifying and maintaining a unique identifier (StaffID) for staff.

• Regular employees (employee status code = 01)• Contracted employees (i.e., contracted teachers, related services personnel, etc.)

(employee status code = 03 or 04)• Post-secondary employees (for which the district collects SSN)• Long term substitute teacher reported to PEP as a regular employee• Resident teacher (employee status code = 07)

• For establishing security through EdLink Security to the EdLink 360 dashboards

A list of Frequently Asked Questions and other information about StaffID Assignments are included on the EdLink 360 support page.

Staff Absences

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Staff absence data will be submitted to EdLink 360.

A Non-Attendance record should be submitted for an employee for each whole day or one-half day that an employee is away from his or her normal work activity.

Included with the absence data is an absence reason:

● 01-Professional Development● 02-School Related Business● 03-Personal/Sick/Emergency Leave● 04-Extended Medical Leave ● 05-Annual/Vacation Leave● 06-Extenuating Circumstances

STAFF extracts are posted on the EdLink 360 support page.

Mentor Teacher and Resident Teacher

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Louisiana has established Mentor Teacher and Content Leader roles to streamline the path to school leadership and develop the skills and knowledge needed to better support other educators.

To better understand how school systems are using these roles, indicators for each type of these staff members will be reported to EdLink 360.

Please see the Mentor Teacher and Resident Teacher Overview and FAQ document posted on the EdLink 360 Support page.

Mentor Teacher and Resident Teacher

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Descriptions of Roles

Mentor Teacher•Mentor Teachers provide directed support to undergraduate teacher residents through a co-teaching model, post-baccalaureate teacher residents who are teaching while earning their initial license, or experienced teachers in need of support. Their responsibilities include but are not limited to: providing one-on-one coaching, reviewing instructional materials and student work, and leading frequent observation/feedback cycles.

Content Leader•Content Leaders provide content- and curriculum-specific professional development to teachers in their school and school system using turnkey session materials. Their responsibilities include but are not limited to: Redelivery of content modules at school and school system professional development days and leading professional learning communities in schools.

Intervention Content Leader•Intervention Content Leaders support unit and lesson study during common planning time with a focus on students with unfinished learning. They help teachers in ELA or math content understand the curriculum connected supports that exist in order to provide access to a high quality curriculum for all students.

2020-21 Parallel Data Collections

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2020-2021 Parallel Data Collections

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The 2020-21 school year is a transitional year for data collections. Data will be collected in both the state legacy data systems and the EdLink 360 system.

•The EdLink data submission schedule is purposefully aligned with the legacy system collection schedule to provide school systems with multiple opportunities to compare and validate their data before EdLink 360 goes live in August 2021 and the legacy systems are retired.•Data collected in the legacy systems during the 2020-21 school year will be the source of truth for funding, accountability and reporting. •To assist school systems and vendors through this transition, training is being offered throughout the fall. This training includes a walk-through of the EdLink data submission process, a demonstration of the data quality dashboards, and the technical details of each data element included in the programming of the file extracts.

Parallel Data Collections for 2020-2021Data Collection Calendar

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OPEN Year Round

FALL Collections

SPRING Collections

END-OF-YEAR Collections

Data will continue to be collected based on an annual reporting calendar of when the data is needed for funding, reporting and compliance Some of the systems are open year round while others are only open during specific time frames. The legacy systems will be the source of truth.

Parallel Data Collections for 2020-2021 Fall, Spring, EOY Data Collections

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During the 2020-2021 school year, data will continue to be collected in the legacy systems during scheduled collection periods (Fall, Spring, EOY). SNAPSHOTS will be taken for EdLink 360

Collection Periods Collection Name Legacy Systems EdLink 360

Fall Collections

August thru early January

Oct 1 MFP/IDEA SPC, SIS, SER SNAPSHOTSOct 1 CLASS SPC, SIS, CUR, PEP

TSDL Fall, K-3 TSDL, SIS

Spring Collections

January thru late March

Feb 1 MFP SPC, SIS, SER SNAPSHOTSTSDL Spring TSDL

STS Mid-Year STS

End-Of-Year-Collections

April thru December

EOY SPC, SIS, PEP,AFR, STS

SNAPSHOTS

CPE Code

CPE Code: 6624

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Parallel Data Collections for 2020-2021 TSDL Fall Collections and Extract Submissions

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Legacy Systems Fall Collection

Data Collectedand Usage

EdLink 360 ExtractsSNAPSHOT: 9/27/2021

TSDL Fall • Teacher Student

Data Link (TSDL)

Data collected includes student Fall class schedules for LEAP 2025 assessments.

The data is used for pre-gridding Fall LEAP 2025 assessments.

CalendarsStudentsEnrollmentsCourse Offerings (LEAP 2025)Student class schedules (LEAP 2025)Staff demographics, assignments,Staff class schedules (LEAP 2025)Vacant Staff, demographics,

assignments,Vacant Staff class schedules (LEAP 2025)Contract Staff demographics,

assignmentsContract Staff class schedules (LEAP 2025)

The 2020-21 Data Submission schedule is posted on the EdLink 360 support page

Legacy Systems Data Collection PeriodsOct 1 CLASS Fall Collection and Extract Submissions

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Legacy Systems Fall Collection

Data Collected and Usage

EdLink 360 ExtractsSNAPSHOTS:

12/17/21 1/7/2022 4/1/2022

Oct 1 CLASS• School Calendar System

(SPC)• Curriculum System

(CUR)• Student Information

System (SIS)• Profile Of Educational

Personnel System (PEP)

Data collected includes:• Planned district/school calendars• Course data• Class schedules for teachers and

students that are offered/planned for the entire school year

• Staff salaries and tenure

The data is used for:• Calculating value added student

growth data (VAM)• Workforce Reporting• CTE-Career Tech Education and

CDF-Career Dev Fund counts• Class size reporting (Audit data)

CalendarsStudentsEnrollmentsCourse OfferingsDisciplineProgram MembershipAttendanceStaff demographics, assignmentsStaff class schedulesStaff PayrollVacant Staff, demographics,assignments

Vacant Staff class schedulesVacant Staff payrollContract Staff demographics,

assignmentsContract Staff class schedulesMentor Teacher / Resident Teacher

The 2020-21 Data Submission schedule is posted on the EdLink 360 support page

Parallel Data Collections for 2020-2021 TSDL Spring Collection and Extract Submissions

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Legacy Systems Spring Collection

Data Collectedand Usage

EdLink 360 ExtractsSNAPSHOT: 2/18/22

TSDL Spring • Teacher Student Data

Link (TSDL)

Data collected includes spring class schedules for students taking LEAP 2025 assessments.

The data is used for pre-gridding spring LEAP 2025 assessments

CalendarsStudentsEnrollmentsCourse OfferingsStudent Class SchedulesStaff demographics, assignmentsStaff class schedules (LEAP 2025)Vacant Staff, demographics,

assignmentsVacant Staff class schedules (LEAP 2025)Contract Staff demographics,

assignmentsContract Staff class schedules (LEAP 2025)

The 2020-21 Data Submission schedule is posted on the EdLink 360 support page

Parallel Data Collections for 2020-2021 PEP End-Of-Year Collection and Extract Submissions

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Legacy Systems EOY Collection

Data Collectedand Usage

EdLink 360 ExtractsSNAPSHOT: 8/26/22

PEP EOY Collection• Profile Of Educational

Personnel (PEP)

Data collected includes:• Final staff data including

salary, tenure and non-attendance data

Data is used for:• Preparation of the

Educator Workforce reports.

CalendarsStaff demographics,

assignments, class schedulesStaff payrollStaff AbsencesVacant Staff, demographics,

assignments, class schedulesVacant payrollContract Staff demographics,

assignments, class schedulesMentor Teacher / Resident Teacher

The 2020-21 Data Submission schedule is posted on the EdLink 360 support page

EdLink 360 Resources

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EdLink 360 Support Page

• EdLink 360 resources are posted on the EdLink 360 support page• User Guides• Extract File layouts• List of Recent Extract Updates• Student TBL Tables• Staff TBL & Reference Tables

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• Data Submission Calendar • Data Reporting Guidance• Webinar Schedules and Links• Frequently Asked Questions• EdLink Security Information

Reference Tables

• Certain tables from the legacy TBL system are used to identify code sets and descriptions for data used in the legacy systems and in EdLink 360

• These code sets are submitted in the various extract files and the corresponding codes and/or descriptions are displayed on the EdLink 360 dashboards.

• Categories of tables include the following:• Discipline Codes, Events, Actions• Homeless Codes• 504 Codes & Accommodations• Foreign Language Codes• Object Function Codes• Employee Status Codes• Salary Codes• Tenure Status Codes• Education Level Codes

• Calendar Terms & Holidays• Absence Reasons• Entry & Exit Reasons• Diploma Types & Endorsements• Course Types• Assessment Types• Option Codes• Language Codes• Program Codes• Funding Codes

Student TBL Tables and Staff Reference and TBL Tables are posted on the EdLink 360 support page and documented in the EdLink 360 User Guides.

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Dashboards

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File Processing Dashboards

File Loading Dashboards – File errors, build audits, Data Quality errors, record rejections

∙ File Rejection - No records will load o The file does not match the required file signature.

▪ This likely would happen because the file does not have the proper header ▪ Could fail due to missing a required field▪ Could fail due to having an additional field

∙ Record Rejection - Specific records will not load o Primary Key violation. More than 1 record has the same key value. All records with that value will

be rejected.o Field is flagged as required, but nothing exists for the specific record. That record will be rejected.o Data Type validation failure.

▪ If the field is expecting a date in the format MM/DD/YYYY and the date has a value which is in a different format, it will be rejected

▪ Field is defined as varchar and exceeds the maximum length, it will be rejected▪ Field is numeric, but something other than a number is sent in, it will be rejected▪ etc.

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File Processing Dashboards (contd.)

∙ Build Audits - Data will load but the field in error will be set to @ERR o Additional auditing with our standard processes

▪ Lookup failure ▪ We try to lookup something based on a value sent in the extract, if it fails, it will be

audited in the build processes ▪ Example local_student_key of 12345 was sent in the specific extract, but the

student extract did not contain that student▪ Conformance Rules

▪ If we determine that a specific field should only have specific values and something other than one of the acceptable values is sent in, then we will audit

∙ Advanced Data Quality (ADQ) - Ability to write any additional custom check. o This does not affect the loading of any data, this will only list out audits for specifically coded

checks.o This is flexible and is really just SQL that identifies the specific case that needs to be checkedo This supports multiple conditions or table checks, providing they can be written in SQL

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Data Quality & Reporting Dashboards

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● Data Validation - Critical final step in the data submission process ○ Currently, school systems receive validation reports via pdf.

■ EdLink will now have interactive data validation dashboards for school systems to verify their counts.

● Data validation dashboards are available for all submissions throughout the year and even allow for comparisons to prior years data.

○ Student Data Validation: enrollment counts, special population counts, attendance, discipline, potential dropouts, and multiple enrollments

○ Staff Data Validation: staff counts, salary, performance & demand pay, and other workforce data

○ Class Data Validation: course enrollment, interest and opportunities, average class size, salary, performance & demand pay, and other workforce data

○ Assessment Data Validation: K-3 literacy, Kindergarten readiness, and LEAP 20205 HS

Data Quality & Reporting Dashboards (contd.)

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● Reporting Dashboards - LIVE dashboards that show the current picture of data in school systems or data change over time

○ Designed to be clear, visually appealing, and easy to understand○ Intended to provide high level understanding of data○ Should make the viewer ask, “Why?” or “What are our next steps?”

CPE Code

CPE Code: 6703

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